Lilah & Belle’s Haunted Riot

Vendor Application & Agreement Form

Event Date: Friday, October 24, 2025
Event Time: 4:00 PM – 8:00 PM
Event Location: 101 Victoria Street

Vendor Application Information

Please complete all fields below. Only the items listed here will be approved for sale, and the Organizer reserves the right to curate items for sale to ensure vendor success. You will find the fields to fill in at the end of this application/ contract. Please read carefully.

Note: MLMs and re-sellers are not permitted.

Vendors will be notified of their approval for participation no later than September 13, 2025.

Section 1: Vendor Fees, Types & Payment

Vendor Types & Fees:

Roof Vendors: $55 (22 spaces available)
Tent Vendors: $45 (5 spaces available). All tent vendors MUST supply their own tents with weights.
Band Merch Tents: Free, THANK YOU! (6 spaces available) – must still fill out this form for planning and liability purposes-- Bands may share a tent space where feasible, if they so choose.

Important: Band Merch Tables must have tents with weights.

Vendor fees are due and payable upon approval of your application, no later than September 24, 2025.
Vendor spots are not held until payment is received.
If payment is not made by September 24, 2025, vendors forfeit their spot.

Payment Instructions:
PLEASE DO NOT SUBMIT PAYMENT UNTIL YOU HAVE BEEN NOTIFIED BY EMAIL OF YOUR APPROVAL.
Please check your email and junk/spam folders for emails from lilahbelleevents@outlook.com.
All payments must be completed by E-TRANSFER to juliectennant@outlook.com.

Section 2: Vendor Responsibilities

Vendors agree to respect the event space and will not tear down early.
Vendors agree to make their best effort to promote the event through social media and word of mouth.
Set-up (General Vendors): May commence at 2:00 PM and must be complete by 3:30 PM.
Tear-down (General Vendors): May commence at 8:00 PM and must be complete by 9:30 PM.
Vendors are responsible for removing all garbage, personal effects, and debris from their space.
All tents must have adequate weights to ensure safety, including Band Merch Tables.
Vendors must conduct themselves in a respectful and professional manner at all times.

Section 3: Food Vendors (Renfrew County Requirements)

Food vendors are required to comply with all licensing and inspection requirements as per Renfrew County regulations. This includes, but is not limited to:

Submission of a Special Event Food Vendor Notification Form to the Renfrew County and District Health Unit at least 14 days before the event (deadline: September 24, 2025).
Proof of required licenses, inspections, and certifications must be provided to the Organizer no later than September 24, 2025.
Food vendors must comply with all food safety standards, health unit inspections, and government regulations.
Exclusive Food Vendor Setup: May arrive to set up at 1:00 PM.
Exclusive Food Vendor Teardown: Must leave the premises and remove all debris and garbage belonging to the company by 10:00 PM.
Exclusive Food Vendor Space Fee: $75, payable by September 24, 2025.

Section 4: Alcohol Sales

All alcohol sales must be conducted responsibly and in accordance with government regulations.
Vendors handling alcohol must have the required permits and certifications in place prior to the event.

Section 5: Liability & Indemnification

Vendors shall indemnify and hold harmless the Organizer, staff, volunteers, and affiliates from any losses, damages, claims, or expenses (including but not limited to those arising from unruly patrons, theft, injury, or property damage).
Vendors acknowledge that the Organizer is not responsible for loss, theft, or damage of personal or business property.
Vendor insurance is highly recommended to protect against loss or liability.
In the case of Force Majeure (including but not limited to acts of God, weather, strikes, or other unforeseen circumstances beyond control), the Organizer shall not be held liable for cancellations, delays, or losses.

Section 6: Event Cancellation & Vendor Refunds

The event is RAIN OR SHINE.
If the event must be cancelled due to severe weather, natural disasters, or unforeseen circumstances beyond the Organizer’s control, the Organizer will:
- Notify all vendors as soon as possible.
- Retain a portion of the vendor fee to cover non-recoverable event costs (standard practice is 25-50%, at Organizer discretion).
- Refund the remaining portion of the vendor fee to vendors within 14 business days of cancellation.
The Organizer is not responsible for any additional costs, lost revenue, or expenses incurred by vendors due to cancellation.
If a vendor cannot attend for any reason, a 50% refund of their fee will be issued if notification is received within 7 days of the event.
Notification received after 7 days prior to the event will result in no refund.

Section 7: Agreement

By checking the box below and submitting this form, you acknowledge that you have read, understood, and agree to abide by the terms of this Vendor Agreement.